VIP Online user guide

7/27/2019 VIP Online user guide

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VIP Online, user guide - Page 1 of35

VIP OnlineUser Guide


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CONTENTS

Introduction 3Log-in 3Terminology 4Navigation 5

Security 6Using the VIP Online system 7Profiles 7

Adding your organisation profile 7Adding an organisation, sector or external agency 8Duplicates 9Editing a profile 10Structure 12Dials 13

Adding a dial via a profile 13Adding a dial via the VIP Tools 15Editing a dial 16

Running a dial summary report 17Surveys 21

Adding your own survey templates 21Online surveys 22Entering survey responses via the VIP Tools 23Entering survey responses via an organisation, sector or external agency profile 24Running a survey summary report 25Filters 26Creating filters 26Filter data views 27Planning and Review 28Action and Review 29

Adding an Action 29Editing an Action and Review Grid 30Uploading data to VIP Online 31



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Introduction

The VIP Online system is a web-based impact monitoring system.

Log-in

Log in at https://www.lamplight3.info

Passwords

Your username is your work email address.

You will have automatically been issued with a password, which is case-sensitive.Change your password immediately by clicking on the system admin tab onceyouve logged in.

If you have forgotten your password, it is easy to reset it:

1. On the login page click Get a new password2. You will then need to type in your email address and verification code that

appears on the screen, to check you are not a robot. Click the Get newpasswordbutton

3. A new password will be emailed to you

4. If your password does not arrive contact [email protected]

Changes to Lamplight

The text in this box will tell you about any changes or updates that have been made to the overall Lamplight system. In most cases the changes won'tbe relevant to VIP Online but it is useful to read them.

https://www.lamplight3.info/mailto:[email protected]://www.lamplight3.info/mailto:[email protected]


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Terminology

VIP Online uses some terminology that you may not be familiar with, such as:

Context A service that you provide for your frontline organisations or a type of activity you need to carry out. For example, "Initialassessment" or "After specific intervention".

Sub-context A way of further dividing up the work you do. Sub-contexts help you to see how your services are further split up and thenmonitor who is attending what. For example, "Training" is further divided into "Fundraising" and "HR".

Filter A filter is a collection of organisations or target groups that you have brought together for some reason, such as for reporting orcompleting a survey. You can create filters in different ways, and use them in various ways.

Dial VIP has developed a new term called Dial which represents the change or difference you have made to your frontlineorganisations. This is measured over time with at least two points of contact: a before and after. For example, "Creating impact"measures the change you make to a frontline organisation in the area of "Organisation dial".

Summary reports There are a number of summary reports that can be run that are drawn from the data you have inputted. All summary reports

can be broken down so you can produce more detailed summary reports. These summary reports can be downloaded tospreadsheets, word processor documents or saved to the document library. The types of summary reports the system runs are:

Outcomes summary reports These show the difference you have made to your frontline organisations, sectors orexternal agencies. You can see the change over time, the number of yes responses therehave been to yes/no dials, and give a snapshot of actual scores. The data can also behandled to isolate change within or across the specified time frame.

Survey summary reports Survey summary reports show data gathered either by percentage or number ofresponses. The data can be filtered according to different responses to different questions.It can also be broken down by aspects of the frontline organisation profile where these areavailable.



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Navigation

This section provides basic details of the navigation of the system and some tips for ease of data entry.

Menus Whenever you see a table of information, right-clicking (or Apple-key click on an Apple) on a row of the table will bring up amenu with a number of options.

Columns By clicking on the top of a column in the table you can reorder the content of that column. For example, you could see yourservice users in alphabetical order, or in the order that their membership needs to be renewed, or by who has a phone numberor not. To show or hide columns in a table, right-click (or Apple-key click) on the table header to show a column chooser menu.Columns are also resizable by clicking and dragging.

Multi-select boxes In multi-select boxes, hold down the Ctrl key to select several options by clicking on them. Use the shift key to select severalconsecutive options. To do this click on the first option, hold down shift then press the last option you want to include in the list.

Tabbing To move quickly between data-entry boxes press the Tab key when you are ready to fill in the next box.

Data The summary reports and searches you do in the system are only as good as the data you put in. The system can do a lot of

things but you need to give it the information to work with in the first place. Try to make your data as complete and accurate aspossible.

Drag and drop In the diary and when deleting or moving fields in the Admin section you will need to drag and drop boxes on-screen. To do this,hold down the left mouse key over the box you want to move and move the cursor to where you want the box to go.

Search boxes In the search boxes or any boxes that say Find frontline organisations just start typing a target group or organisation nameand a dropdown list will appear with a range of matches. It displays the first 10 options; there may be more, so just keep typingto narrow down the options or click the Go button. You can also type in ID numbers and email addresses. To searchthe text in profiles, evidence records and dials, click the Go button on the main search box.



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Security

Data security is of the utmost importance when it comes to your records. However, even the most sophisticated security measures needs to besupported by your own internal practices.

Passwords

Never save a password to a browser so it is entered automatically when you type in your username. This leaves the door wide open to anyone

who uses (or steals) your computer.

Choose strong passwords using a mixture of letters and numbers.

NEVER write your password down.

Change your password

It is recommended that you change new passwords that are sent to you automatically (by clicking on the system admin tab, then change

password).

What else can you do?

Always log out when leaving your computer and/ or after using the system; it's like locking the door behind you.

Do not share accounts. This makes it difficult to log security breaches.

Treat your database as you would your physical files, don't leave sensitive data open for anyone to see.

Lamplight and VIP Online incorporates the following security features to keep your data safe:

Password Protection

Automatic log-out if left unattended for 30 minutes

Pages time out if left inactive for 15 minutes

256-bit strong SSL encryption verified by DigiCert Secure programming techniques

Server is at a physically secure location within the UK.



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Using the VIP Online System

Profiles

Profiles are the way of recording details about organisations, sectors and external agencies in VIP Online. Each of these has just one profile, which

can then be linked to others in various ways.

Adding your organisation's profile:

Click on the home tab in the top menu bar

Click on our profile

You will see a number of tabs which will contain information about your organisation

Here, you can add all the details about the work that you do, who you work with and the geographical areas in which you work. All the dials,

surveys and reports you create will be accessible from here

The reason for inputting this amount of data is that in the future you will be able to search for similar organisations so you can compare and contrast

your results.



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Adding an organisation, sector or external agency

Once you've added your own organisation you'll want to start adding the organisations, sectors and agencies that you work with.

On the main menu bar click on organisations and sectors

Decide what kind of organisation you are adding (a frontline organisation, a sectoror an external agency), then hover your mouse over it. Avieworaddoption will appear

Click on add

Fill in the organisation name as fully as possible

Click the Save button

You will be taken to a page which will hold all of the profile information for the organisation or sector you've added. You can now continue to

add more information.



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Duplicates

The system automatically checks to make sure you are not adding

duplicate organisations or sectors

If there is already a group on the system with the same name it will flag

it up

A pop up box will open giving you a list of possible duplicates

If the organisation or sector you are trying to add is already on the

system, then click on the row of the table that matches the target groupyou are adding

If you want to add the new group anyway, click the button at the bottom

of the pop up box that says click here to add.

Searching

To search for target groups, begin typing their name, postcode or email address into the search box at the top right of the screen or anywhere where itsays Find frontline organisations.

The system will search as you type and display the first 10 options that resemble what you type. Keep typing until you have narrowed the searchdown to what you want.

You can also click the Go button to do a more thorough search.



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Editing a profile

1. To edit a profile, find the organisation you wish to edit by hovering your mouse over the frontline organisation, sectororexternal agencytab. Avieworaddoption will appear.

2. You can also use the search box to find organisations

3. Click on view all the organisations that have been entered within that section will appear

4. Once you have found the name of the organisation you wish to edit, right-click on the name and choose View profile to see the profile and toedit it

5. To link an organisation to you so that you can access their records more easily from your home page, choose Make my userhere

6. If you would like to delete the profile click Delete from the same menu.



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Editing a profile (cont.)

1. Once you have opened the profile there are two ways to edit information

2. You can click Editin the top right hand corner in order to edit every piece of information

3. To update a single piece of information double click on the box and you will be able to type information straight into it. Remember to click Saveonce you're finished.



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Structure

Every organisation or sector on the system has a single profile containing all the information you hold about them.

It doesn't matter whether they're an external agency, frontline organisation or sector, or any combination of these; they still only have one profile.

Each profile is organised into tabs containing various types of information about them.

There are a number of standard additional tabs such as:

Contact details

Organisation details

Action and review this would include any high-level or

mid-level planning that you will be doing

Dials a record of the difference that has been made for

this group, their baselines and progress

Filters this is a way of grouping organisations or sectors

together. For example, those that have a turnover of over100k. The groups listed in the tables are accurate to thelast time the group was opened.

Surveys a list of the surveys that the organisation has

completed and have been logged on the system



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Dials

Dials record the difference your services are making. They involve two or more measures: a baseline starting point, usually before or at the point thatyou started working with them, and one or more subsequent measures.

Adding a dial via a profile:

1. If the organisation for which you are entering informationis not already on the system, add it before you enter anydata

2. Find the organisation, sector or external agency underthe organisations and sectors tab in the main menu or bysearching

3. Once you have found the name of the organisation, right-click over the name and choose View profile

4. Click on the Dials tab you will see the screen opposite

5. Follow the same steps if you wish to find a dial that youhave already entered under a profile

6. On the left-hand side of the screen you will see a radardiagram of the dial and on the right-hand side you willsee that you are in view mode

7. Click on the addbutton to add a new dial.



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Adding a dial via a profile ( continued)

1. Once you're ready to put information into your dial, addthe date for which the dial reflects

2. Select the Contextof the dial. To start adding data, clickon the addbutton

3. A table with 5 columns will drop down. You can now startentering data

4. You can enter the values into the input boxes or directlyonto the dial

5. To enter data directly onto the dial, hover your mouseover the numbers in the dial. As you do this, thedescription of what the numbers represent will appear atthe bottom of the screen. This will allow you to see what

each score means. Click the number to select it

6. As you enter data, you will see the dial forming. You canalso type any comments relating to the dial scores in thetable

7. Once you have completed the dial, click on save

8. You can continue to add dials by repeating these steps. Each new dial data will appear in a different colour so you can see the change overtime. You can see this change visually by clicking theplaybutton.



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Adding a dial via the VIP tools

You can also add a dial from the main menu.

Click on the VIP tools tab

Firstly choose the organisation that you wantthe dial to relate to from the drop down list

Select which of the dials you want to create by

clicking on the link in the relevant circle

The same view of the dial will appear as in the

steps on page 13 and you will also edit thedial in exactly the same way.



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Editing a dial

If you wish to edit a dial that you've already created, simply find the organisation or sector that the dial relates to and click on the Dials tab in

the profile

You will see a table resembling the image below

In the display box, click on the edit option next to the date of dial you wish to change

Data can also be edited and deleted through the data table at the bottom of the page by right clicking on any dials record.



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Running a dial summary report

Summary reports allow you to create averages from the dials you have completed and to run reports on organisations you are working with. You cando this by using the filter options.

A dial summary report consists of a data table that can be represented in a bar chart or a radar diagram that shows the impact you have had overtime.

Click on summary reports from the main

menu

Click on dial summary report

Select the dates that you would like the

report to cover (if you are testing thesite, it would be best to cover at least ayear)

Optionally, click on the context (types ofsummary) you would like (i.e. all initialassessments or general overviews etc.)

Complete the Dial categoryand Dial

measure you would like covered in thisreport

To finish, click on run report



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Running a dial summary report (continued)

Once you have run your report, you will get the following table (below)

The summary report calculates the difference between the earliest and latest dial scores (within the dates specified) for each organisation or

sector, and gives you a range of statistics.



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It is possible to change the data you see in the summary table

If you right-click on the column headings a list will appear that allows you to choose the data you would like to see

Tick the figures you would like to see and untick those that you do not.



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If you would like to see the same information presented in a bar chart or a radar diagram simply go to the Report presentation tab underdial

summary reporttab and tick the type of report you want to run and click on run report

It is possible to run all three types of report at the same time if you wish.



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Surveys

Surveys are recorded in VIP Online in much the same format as they are collected in the paper forms. They allow you to capture a snapshot of anorganisation at a specific moment in time.

Adding your own survey template

As well as the surveys that already exist in the system, it's possible for administrators to add new survey templates.

Click the system admin tab and then select system administration

Under the Manage Surveys heading you will seeAdd, edit and remove survey templates

At the bottom of the list of current surveys there is an option toadd

Once the new survey template appears you will need to give the survey a descriptive name and add each question one by one, choosing the

type of input such as yes/ no, 1-10 for each question.



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Online surveys

Once your template survey has been created you can email a link out toorganisations so that they can complete the survey online, with theresults automatically getting added to their profile.

1. Under the main menu click on organisations and sectors and

then hover overonline surveys

2. By selecting view campaigns it will take you to all of thecampaigns that have already been created. A campaign is a termthat can be used to describe an event or mailing

3. To access the options for any particular campaign, right-click onthe row it is in and select from the options (right)

4. To create a new campaign, select add new campaign from themenu; a box with three tabs will appear

5. First tab, Campaign details: here you will select the survey from your templates, a descriptive title for the campaign, date range for thecampaign and the context it relates to

6. If you tick the option Do you want to create a separate page for each invitee? then you will be able to track individual responses and chase uporganisations that haven't responded

7. Second tab, Invitees: this is where you select which organisations you want to respond to the survey. If you are choosing to send trackableemails out then the email will be sent to the default email address in the organisation's record

8. Third tab, Text and styling: here you write the text you want to appear before and after the survey. You can expand the text editors to accessformatting options for your text

9. Once you have finished creating your campaign then click the Save button. To send the campaign follow steps 1 3 above.



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Entering survey responses via the VIP tools

1. Click on VIP tools on the main menu and find the name of theorganisation you wish to enter survey responses for

2. Select the survey you wish to enter responses for from the colouredoptions (shown opposite)

3. The survey form data entry screen will appear and there are threetabs

4. When and where: enter the date and time of the survey this shouldbe the date on which the course/intervention took place

5. Involving: enter details of the organisations that took part in thesurvey or questionnaire and the roles of the individual staff members

6. Survey tab: (either the internal organisation survey or the survey of

sector organisations, depending on which one you are doing) begincompleting the survey

7. After you have finished, click on Save and you will be taken to a pagewhich shows your answers. You can choose to print the survey byclicking on the Printbutton on the top right hand of the screen.

Bulk Entry

1. To add subsequent surveys, change the drop down menu option(next to the Save button) toAdd another record like this. The surveyform will be duplicated and all you have to do is change the relevant

details: attendance and the survey form data itself

2. Keep doing this until you have finished the forms, then on the lastform change the drop down option back to View saved recordandclick Save.



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Entering survey responses via an organisation, sector or external agency profile

You can also add survey responses via an organisation, sector or external agency profile.

1. Find the organisation, sector or external agency that you want to add survey responses for

2. Open their profile and click on the Surveys tab

3. Choose which type of survey you want to add from the drop down list and then click theAddbutton.



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Running a survey summary report

Survey summary reports allow you to get a full picture of the results of your surveys.

To run a survey summary report:

1. Click summary reports on the main menu, then

click survey summary report

2. In the first tab, enter the date range that you wishto report on in the date boxes

3. Optionally, enter the contexts and the other boxes(as mentioned on page 17)

4. Select the survey you wish to report on and clickrun report

5. A new tab will have appeared which contains thesurvey filters for the survey form you haveselected; you can use these to filter theresponses you wish to view

6. The second tab, Sharing impact, will allow you tocompare your results to a national benchmark

7. On the third tab, Report presentation, decide howyou want to see the data displayed - bypercentage or count of responses - and if youwould like the responses broken down by other

information in their profiles



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Filters

Filters allow you to select organisations with similar or shared characteristics, such as:

Organisations that have no paid members of staff

Organisations less than a year old

External agencies supporting organisations working with young people.

You can use filters in different ways:

Bulk data entry If you have a regular group of organisations that attend every session then instead of adding them individually eachtime, create a filter, and enter the name of the group in your surveys or dials. VIP Online will add every profile from thatfilter

Report filters Rather than reporting for everyone on the system, groups can be used to add focus in reportsSummary data views You can use filters to view various pieces of information about different organisations or sectors

Creating filters

There are two ways of creating filters: manually and automatically.

Manual filters are created by selecting names from a list

Automatic filters are like saved searches: you enter the criteria and VIP Online will search for everyone that meets those criteria

Each time you use the filter, the online system will automatically check again: so if an organisations moves out of the area and you update the

postcode, that organisation will no longer be in the filter, without you having to change anything else.



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Filter data views

With filters being a way of grouping profiles together (either manually or automatically based on a shared characteristic), filter data views allow you tosee specific pieces of information about those profiles.

So for example you could have a filter called Organisations working in London and a filter data view called Recent dial scores. When you apply theRecent dial scores filter data view to the Organisations working in London filter, you will get a list of all of the organisations working in London and

their recent dial scores.

Once created you can use the filter data views throughout VIP Online.

To create a new filter data view:

1. Access the filter views by clicking on summary reports, hovering on filters and then selecting add filter data views > add2. When the box below appears, give your filter data view a name and description3. Each of the tabs represent the different types of information stored on VIP Online. Select the options within the relevant tabs4. You don't have to fill in each tab5. Save your filter data view when you're finished.



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Planning and Review

The Planning and Review section allows you to note the high-level planning that you, as an infrastructure organisation, will be doing to achieve yourobjectives.

You can access Planning and Review through the profile of your organisation. Go to home > our profile >planning and review

1. Once you are on the planning and review page, go to the bottomright and click on add

2. Once you see the table (right), enter the date for the time periodyour plan will cover and write an overview of what you hope toachieve

3. Below the overview box, you can record the levels at which youplan to work and the functions you plan to carry out. You do this bymoving the arrow icon left and right. As it moves you will the see thepercentage signs change to reflect the arrows

4. Once you have finished, click Save

5. To edit this section, follow the same steps as outlined on page 30(Editing an Action & Review Grid)



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Action and Review

The Action and Review section allows you to input information from your action and review grid. It enables you to move from assessment to planningto action and review to prioritise and plan specific actions based on your use of the VIP tools.

Adding an Action

1. Open the profile of the organisation you want to add an action for. Select theAction and reviewtab and then click onAdd

2. Once you see the screen below, enter the date for the time period your plan will cover and write a general overview of what you hope toachieve. Click Save

3. You will see a table appear at the bottom of the screen (covering each impact area). Here, you can enter specific information about yourplanned activities by hovering your mouse over each row and clicking on add. You can change the headings that you see in the table by right-clicking on the row headings

4. Once you have entered your planned activities click Save.



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Editing an Action and Review grid

To edit your plans, you will need to find the action and review grid that you have completed.

1. Go to the organisation's profile and click on theActionand reviewtab.

2. Hover your mouse over the list that appears, right clickon the row you wish to edit, and you get the option toeithereditordelete

3. Right-click on editto access that action and review grid

4. Each action has its own row and when you hoverover it you will see options to add, editordelete

5. The traffic lights indicate how close your are toreaching your outcome and can be changed byediting the information you have entered in the gridunderHas the intended outcome been achieved?



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Uploading data to VIP Online

To import profile information about frontline organisations, sectors or external agencies into VIP Online, you need to export the data as a spreadsheetfrom your existing system.

You need to make sure the information is recognised by VIP Online:1. Save the file as a .csv (comma separated variables) file2. Make sure the first row are headers (e.g. 'name', 'postcode' etc)

VIP Online won't be able to import data it doesn't recognise. It uses the column headers to work out where data should go. It doesn't

matter what order the columns are in

If your existing system has automatically generated IDs for each organisation, you can include this in your upload. If you do this, VIP

Online will remember the ID, and if in the future you upload an updated spreadsheet with the same organisations (with the same IDs), VIPOnline will update profiles, rather than creating new ones

For fields that have drop-downs options the values in the spreadsheet need to match exactly the text in the drop-downs

You can upload as much or as little data as you like: at a minimum, a name.

When you log in to VIP Online as an administrator, go to system admin and then system administration. Click on upload profile data into your systemunder File transfer section.



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You will next see the screen below. You need to select a type of profile in the first section. You should then tell VIP Online the source of your data(e.g. Access, VC Connect etc). If your data source does not appear in the drop-down box, you'll need to type it in the text box (in the future, whatyou've typed in will appear in the drop-down box).

The reason for doing this is that you may have several sources of data (i.e. different systems) that will have different IDs. VIP Online needs to knowthe source of the IDs so that it can use the correct IDs from the correct source to update profile information.

Finally, click on the Choose File button, select the .csv file you've prepared, and click Open. Then click upload file.

If the upload was successful, you will see the screen below. If it wasn't, then your file was too big (over 1MB) or not a .csv file. If you get the errormessage 'File could not be parsed properly', please check the appendix at the end of this document.

VIP Online looks at the headers in the spreadsheet, and the first few rows, and attempts to match them up to the fields in VIP Online, and shows youthe results. Please check that the matching has worked OK.



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If there were any problems matching the data, the fields will be listed below the table. You may need to go back and alter your spreadsheet to matchup the fields. If you don't want to import the data, you can just carry on.

If you are happy to continue with the upload, you need to decide whether you want VIP Online to check and clean your data as it's inserted. If you do,it's likely that you'll get a list of errors after the data are inserted, where values in your spreadsheet were incorrect (e.g. invalid email addresses).



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For your first upload please do not select the final three options on this screen. Whether you want your data validated is up to you: it may be a helpfulway to clean up some of your data, but it's likely that you'll have to do some work on the data in your spreadsheet before you get a successful upload.

When you click the 'confirm' button, VIP Online will add the data from your spreadsheet into the system. This may take some time, depending on thesize of your spreadsheet. When it is complete, you will see the screen below:



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If there were any errors, these will also be listed. Review these, and if you want to tidy up the data in your spreadsheet and re-upload, tick the 'Tickthis checkbox to confirm you wish to undo this upload' and click 'undo'. This will delete all the data that have just been inserted into VIP Online. Toensure data integrity, this is the only opportunity you have to undo the upload.

If you are unsure, and want to have a look at the profiles that have been inserted, right-click on 'home' on the main menu, and select 'open link in newwindow'. A new window will open on the home page of VIP Online: you can now navigate to organisations and sectors > frontline organisation > viewto see a list of organisations, including those you've just uploaded. You can view their profiles in the usual way. If you are unhappy with the upload,

return to the original window and undo the upload. Otherwise, you can now carry on using VIP Online.

Appendix: File could not be parsed properly

This error occurs when VIP Online cannot recognise that the file you've uploaded is a .csv file. Files have additional information attached to them,including what type of file it is this is separate to the file name. This means it is not enough for a file to be called (for example) mydatatoupload.csv

it actually needs to be a .csv file, and be labelled as such.

Depending on your software and the way your system is set up, the .csv file you've created may not be labelled in such a way that VIP Online canrecognise it the incorrect labels are added to the file. For security reasons we do not allow any kind of file to be uploaded, so you will need to carryout a couple of extra steps to get the upload to work.

These instructions apply to Windows: a similar approach will work on other platforms.

Open up Notepad on your computer (perhaps Start > Programs or possible Start > Programs > Accessories)

Go to File > Open on the menu, and open the file you've prepared for upload to VIP Online. It should look something like this:

"id","name","address1","web","primary purpose""123","Argyle Homeless Shelter","123 Long Lane","www.lamplightdb.co.uk","Any/all""A456","Runway Employment Project","456 Test Road",,"Community centre"

If it doesn't look a bit like this example, (and particularly if there's lots of squiggly characters), it's not a .csv file at all. You need to go back toyour spreadsheet package and make sure you 'Save as' .csv.

In Notepad, click 'Save as' and make sure that the 'Save as type' dropdown says 'Text documents'. Give the file a new name and save it.

You should now be able to upload this new file to VIP Online.


Documents

VIP Online user guide